Executive Assistant

Job Description

Job Description

We are looking for an experienced Executive Assistant to provide high-level support to senior leadership in Irvine, California. This Long-term Contract position is ideal for someone who thrives in a fast-paced environment, handles competing priorities with sound judgment, and communicates with professionalism at all times. The role requires strong coordination skills, discretion with sensitive information, and the ability to keep executive operations running smoothly across meetings, travel, projects, and administrative activities.

Responsibilities:
• Oversee a complex executive calendar, arrange meetings based on business priorities, and resolve scheduling conflicts with minimal disruption.
• Monitor incoming requests and correspondence, respond promptly when appropriate, and keep leadership informed of urgent matters and required follow-up actions.
• Prepare for executive and stakeholder meetings by organizing agendas, gathering supporting materials, and capturing clear meeting notes with action items, owners, and timelines.
• Maintain organized records of corporate documents, reports, and other important files, ensuring materials can be retrieved quickly when needed.
• Act as a point of coordination for legal-related administrative matters by managing confidential documentation, fulfilling attorney requests, tracking deadlines, and reviewing invoices for accuracy.
• Support assigned projects by documenting requirements, coordinating communication among stakeholders, tracking progress against timelines and scope, and compiling status updates.
• Arrange meeting logistics for investors, attorneys, affiliates, and visitors, including directions, parking details, hospitality, and presentation support as needed.
• Handle domestic and international travel planning, including flights, lodging, ground transportation, and itinerary coordination.
• Provide additional executive support with personal errands, shipments, deliveries, event logistics, and gift coordination as requested.• Bachelor’s degree, preferably in Business Administration or a related field.
• At least 5 years of experience supporting a C-level executive, business owner, or similar senior leader.
• Proven ability to manage multiple priorities independently while maintaining accuracy and meeting deadlines.
• Strong written and verbal communication skills with a detail-focused and service-oriented approach.
• Advanced proficiency with Microsoft Office applications.
• Demonstrated skill in calendar management, executive meeting coordination, and complex travel arrangements.
• Excellent organizational skills, attention to detail, and consistent follow-through on tasks.
• Ability to handle confidential information with discretion and sound judgment.